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Field Name

HRMS Number
Title
Working Employee Name
Working Employee Name 1
Search Code
Address1
Address2
Address3
Town/District
Postal/Pin Code
City
State
Country
Telephone No.
Fax No
Email Id
Bank Country
IFSC
Bank Account Number
Account Holder's Name
Type of Account
Mode of Payment
Personnel Number
PAN No

DATA
200900497
Mr.
Raghunath Sabata

Chaitanyanagar-1
Panigrahypentho
Ganjam
760006
Berhampur
Odisha
India

ragsabat@gmail.com
India
SBIN0007891
30760821144
Raghunath Sabata
Saving
CE
900497
BNPPS8935R

GUIDELINES TO FILL THE DAT


(All Columns to be filled in CAPITAL
Field Name
HRMS Number

Field Length

Optional/Mandatory

Mandatory

Title

30

Mandatory

Working Employee Name

40

Mandatory

Working Employee Name 1

40

Optional

Search Code

20

Mandatory

Address1
Address2
Address3
Town/District

40
40
40
20

Mandatory
Optional
Optional
Optional

Postal/Pin Code
City
State

6
40
3

Mandatory
Mandatory
Mandatory

Country

Mandatory

Telephone No.

30

Optional

Fax No

30

Optional

241
3

Optional
Optional

IFSC

11

Optional

Bank Account Number

18

Optional

Account Holder's Name

60

Optional

Optional

10

Mandatory

Mandatory

Email Id
Bank Country

Type of Account

Mode of Payment

Personnel Number

PAN No

10

Optional

O FILL THE DATA SHEET


lled in CAPITAL LETTERS)
Description of the Field
Enter the HRMS Number of the Working Employee. Each
Employee will be a Vendor in SAP.
Enter the title (salutation) of the Employee, Eg., Mr., Mrs.,
Ms.
Enter the name of the Employee eg., Deepak Goyal. If the
name exceeds 40 Characters, then it should be entered in
employee name 1 Field. It should be broken in two parts in a
manner so as to ensure that both fields contain complete
word. Hyphens or Special Characters like *, #, @, $ should
not be used in name.
If the name exceeds 40 Characters, then part should be
entered in employee name 1 Field, as mentioned above.

Enter the Search Code in the following format: First Four


digits will be company code, next two digits will be unit
code, next digit will specify the template description and the
next digits will be running serial numbers. For eg.,
102460DM0001 (1024 is Company code Maharashtra, next
two digits 60 is ITPC unit code,next digits 'DM' represents
Domestic Vendor and last digits are running serial numbers).
The various templates codes will be
DM - Domestic Vendor
FR - Foreign Vendor
IU - IUC Vendor
EL - Electricity Vendor
HP - Hospital Vendor
RE - Rent Vendor
PE - Petro Vendors
HR - HR Third Party Vendors.
RT - Retired Employee
EE - Existing Employee

Enter the complete postal address of the Employee in these


three columns. The field length integrity has to be
maintained.
Enter the Town/District of the Employee eg., New Delhi
Enter the Pin Code of the Employee eg., 110001
Enter the City of the Employee, eg., New Delhi
Enter the State of the Employee Eg., Delhi, Maharashtra,
Karnataka, Tamil Nadu, Kerala, Punjab, etc

Enter the Country of the Employee. Default Value : India.


Enter the Telephone Number of the Employee including STD
Code eg., 0112372xxxx/0112373xxxx
Enter the Fax Number of the Employee eg., 0112374xxxx
Enter the email address of the Employee
Enter the Country in which the Bank of the Employee is
situated. Default Value : India
Enter the 11 digit IFSC which identifies the bank (of the
Employee).Eg., SBIN0007881(First Four digists identifies the
Bank, fifth Digit is numeric (kept Zero) and Last Six Digits
Identifies the Branch). The IFSC Uploaded on HRMS may
kindly be checked and corrected for each of the employee
working in the Circle/SSA. The same may please be updated
if it has not yet been done.

Enter the Bank Account number of the Employee in which he


wants to receive the payments. It has to be ensured that
leading Zeros Like '007' are not omitted while entering the
Bank Account number.
Will be the same as Employee Name

This field specifies the type of account whether it is Savings


or Current
Different methods by which the vendor can be paid using
the automatic payment program, eg., Cheque (C), ECS(E),
NEFT+RTGS(T). Single/multiple Payment methods can be
selected like C, E, T, CE, CET. But if the Bank Particulars are
not provided in the template then only cheque option is to
be selected.
Enter the last Eight Digits of the Employee HRMS Number

Enter 10 digit PAN of the Employee. Eg., PAN is


AABCB5576G.
Fourth character of PAN i.e. C in the above PAN represents
the status of the PAN
holder. P stands for Individual, F stands for Firm, C
stands for Company, H
stands for HUF, A stands for AOP, T stands for TRUST etc.
Fifth character i.e. B in the above PAN represents first
character of the Company, in case of individual Fifth
Character of PAN represents
holders last name/surname.
The PAN Uploaded on HRMS may kindly be checked and
corrected for each of the employee working in the
Circle/SSA. The same may please be updated if it has not
yet been done.

Drop Down/Selectable

Primary Purpose

No

Yes
No

The name specified in columns Working


Employee Name and Working Employee
Name 1 will be printed on the cheque.

No

The name specified in columns Working


Employee Name and Working Employee
Name 1 will be printed on the cheque.

No
No
No
No
No
No
Yes

Default Value : IN
No

No
No
Default Value : IN

The Bank Particulars are required for


transferring payment to Employee through
NEFT/RTGS.

No

The Bank Particulars are required for


transferring payment to Employee through
NEFT/RTGS.
No
The Bank Particulars are required for
transferring payment to Employee through
NEFT/RTGS.
No

The Bank Particulars are required for


transferring payment to Employee through
NEFT/RTGS.

Yes

The Bank Particulars are required for


transferring payment to Employee through
NEFT/RTGS.

Yes

If the Bank Particulars are not provided in the


template then only cheque option is to be
selected.
No

No

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